Magento Enterprise Edition. User Guide. Part V: Store Operations System Operations. Version

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Magento

Enterprise Edition

User Guide

Part V:

Store Operations

System Operations

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Contents

Store Operations

1

Chapter 1: Currency Rates

3

Currency Setup 4

Currency Symbols 8

Updating Currency Rates 8

Chapter 2: Managing Email Templates

11

Supported Email Clients 12

Template Layout and Styles 14

Inline and Non-Inline Styles 14

Preparing Your Email Logo 15

Supported File Formats 15

Image Size 15

Magento Upgrades 16

Transactional Email Configuration 16

Email Template Setup 20

Customizing Email Templates 22

Header Template 23

Footer Template 27

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Customer CSV Structure 35

Import 36

File Validation 36

Importing Product Images 38

Import Guidelines 40 New Entities 40 Existing Entities 40 Complex Data 41 Invalid Files 41 Export 42 Dataflow 43 Scheduled Import/Export 48 Scheduled Import 49 Scheduled Export 56

Managing Scheduled Jobs 62

Chapter 4: Reports

65

Dashboard 66 Snapshot Reports 67 Dashboard Setup 67 Running Reports 69 Orders Report 69

Refreshing Report Statistics 72

Available Reports 72

Chapter 5: Admin Permissions

75

Creating New Users 76

Custom Roles 78

Price Resources 81

Promotion Resources 82

Product Resources 83

REST Roles 85

Unlocking Admin Accounts 85

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Website Restrictions 90

Closed for Maintenance 90

CAPTCHA 93

Admin CAPTCHA 94

Customer CAPTCHA 97

Encryption & Hashing 100

Changing the Database Key 100

System Operations

101

Chapter 7: Index Management

103

Accessing Index Management 104

Index Configuration 106

Manual Reindexing 108

Automatic Indexing 109

Indexing by Multiple Users 109

Index Modes 109

Index Scheduling 113

Index Cleanup 113

Chapter 8: Cache Storage

115

Clearing Caches 116

Full-Page Cache 120

Types of Page Visits 121

Page Cache Setup 122

Page Cache Auto-Generation 124

Page Cache Actions 126

Chapter 9: Alternate Media Storage

127

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Solr Base File Setup 135

Chapter 11: Content Staging

137

Staging Site Configuration 138

Creating a Staging Site 140

Content Staging Workflow 140

Merging Content 143

Rolling Back Merged Content 144

Managing a Staging Site 145

Upgrading Magento 146

Chapter 12: Magento Connect

147

Installing Extensions 148

Chapter 13: Web Services

151

Magento Core API Settings 152

Activating Web Services 153

Chapter 14: System Tools

155

Admin Actions Log 156

Admin Actions Log Report 158

Server Backups & Rollback 159

Best Practices 159

Creating a Backup 160

Rolling Back Changes 161

Compilation 162 Cron 163 Support Tools 165 System Backups 165 System Reports 166

Index

171

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In this section…

Currency Rates

Email Templates

Data Transfer

Reports

Permissions

Security

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Chapter 1:

Currency Rates

Magento Enterprise Edition gives you the ability to accept currencies from more than two hundred countries around the world. When a store supports multiple currencies, a Currency Chooser appears in the header of every page after the rates areupdated.

Currency Chooser

If you accept payment in multiple currencies, make sure to monitor the currency rate settings, because any fluctuation can affect your profit margin.

Currency symbols appear in product prices and sales documents such as orders and invoices. You can customize the currency symbols as needed, and also set the display of the price separately for each store or view.

Topics in this chapter include:

l Currency Setup l Currency Symbols l Updating Currency Rates

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Currency Setup Chapter 1: Currency Rates

Currency Setup

Before setting up individual currency rates, you must first specify which currencies you accept, and the currency used to display prices in your store.

Step 1:

Choose the Currencies You Accept

1. On the Admin menu, selectSystem > Configuration.

2. In the panel on the left, under General, selectCurrency Setup.

3. Click to expand theCurrency Optionssection. Then, do the following:

a. SetBase Currencyto the primary currency that you use for online transactions. b. SetDefault Display Currencyto the currency that you use to display pricing in your

store.

c. In theAllowed Currencieslist, select all currencies that you accept as payment in your store. Make sure that you also select your primary currency. (To select multiple currencies, hold down the Ctrl key and click each option.)

Currency Options

4. To define the scope of the base currency configuration, do the following:

a. In the panel on the left, under Catalog, selectCatalog. Then, click to expand thePrice

section.

b. SetCatalog Price Scopeto define the scope of the base currency configuration as either global, or limited to the website.

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Chapter 1: Currency Rates Currency Setup

Price

5. When complete, click theSave Configbutton.

FIELD

SCOPE

DESCRIPTION

CURRENCY OPTIONS

Base Currency Website The primary currency used in store transactions. Default Display Currency Store View The primary currency used to display prices. Allowed Currencies Store View The currencies accepted by your store for

payment.

PRICE

Catalog Price Scope Global Determines the scope of thebase currency. Options include: Global / Website.

Field Descriptions

Step 2:

Configure the Import Connection

1. In the panel on the left under General, selectCurrency Setup.

2. Click to expand theWebserviceXsection.

3. In theConnection Timeout in Secondsfield, enter the number of seconds of inactivity to allow before the connection times out.

WebserviceX

Step 3:

Configure the Scheduled Import Settings

1. Continuing with Currency Setup, click to expand theScheduled Import Settingssection.

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Currency Setup Chapter 1: Currency Rates

a. SetServiceto the rate provider. The default value is “Webservicex.”

b. SetStart Timeto the hour, minute, and second that the rates will be updated according to the schedule.

c. To determine how often the rates are updated, setFrequencyto one of the following:

l Daily l Weekly l Monthy

d. In theError Email Recipientfield, enter the email address of the person who is to receive email notification if an error occurs during the import process. To enter multiple email addresses, separate each with a comma.

e. SetError Email Senderto thestore contactthat appears as the sender of the error notification.

f. SetError Email Templateto theemail templateused for the error notification.

Scheduled Import Settings

FIELD

SCOPE

DESCRIPTION

WEBSERVICEX

Connection Timeout in Seconds

Global Determines the number of seconds of inactivity before a Webservicex session times out. Default value: 100.

SCHEDULED IMPORT SETTINGS

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Chapter 1: Currency Rates Currency Setup

FIELD

SCOPE

DESCRIPTION

Service Store View Specifies the service that provides the data for the scheduled import. Default value: Webservicex. Start Time Store View Indicates the start time by hour, minute, and

second, based on a 24-hour clock.

Frequency Store View Determines how often the scheduled import takes place. Options include:

Daily Weekly Monthly

Error Email Recipient Store View Identifies the email address of each person who is notified by email in the event of an error. For multiple recipients, separate each entry with a comma.

Error Email Sender Website Identifies thestore contactthat appears as the sender of the error email notification. Options include: General Contact Sales Representative Customer Support Custom Email 1 Custom Email 2

Error Email Template Website Specifies thetemplatethat is used as the basis of the error email notification. Default template: Currency Update Warnings

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Currency Symbols Chapter 1: Currency Rates

Currency Symbols

Manage Currency Symbols gives you the ability to customize the symbol associated with each currency that is accepted as payment in your store.

Manage Currency Symbols

To customize currency symbols:

1. On the Admin menu, selectSystem > Manage Currency > Symbols. Each enabled currency for your store appears in the Currency list.

2. Enter a custom symbol for each currency you want to use, or select theUse Standard

checkbox to the right of each currency.

3. To override the default symbol, clear theUse Standardcheckbox. Then, enter the symbol you want to use.

It is not possible to change the alignment of the currency symbol from left to right.

4. When complete, click theSave Currency Symbolsbutton.

Updating Currency Rates

Currency rates can be set manually, or be imported into the store. To ensure that your store has the most current rates, you can configure the currency rates to be updated

automatically on schedule.

Before importing currency rates, complete theCurrency Setupto specify the currencies that you accept, and to set up the import connection and schedule.

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Chapter 1: Currency Rates Updating Currency Rates

To manually update a currency rate:

1. On the Admin menu, selectSystem > Manage Currency Rates. 2. Click the rate you want to change, and type the new value. 3. When complete, click theSave Currency Ratesbutton.

To import currency rates:

1. On the Admin menu, selectSystem > Manage Currency Rates.

2. SetImport Serviceto the currency rate provider. WebserviceX is the default provider. 3. Click theImportbutton.

The updated rates appear in the Manage Currency Rates list. If the rates have changed since the last update, the old rate appears below for reference.

4. When complete, click theSave Currency Ratesbutton. A message appears when the updated rates have been saved.

To import currency rates on schedule:

1. Make sure thatCronis enabled for your store.

2. Complete theCurrency Setupto specify the currencies that you accept, and to set up the import connection and schedule.

3. To verify that the rates are imported on schedule, check the Manage Currency Rates list. Then, wait for the duration of the frequency setting established for the schedule, and check the rates again.

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Updating Currency Rates Chapter 1: Currency Rates

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Chapter 2:

Managing Email Templates

Email templates define the layout, content, and formatting of automated messages sent from your store. They are called transactional emails because each one is associated with a specific type of transaction, or event.

Magento includes a set of responsive email templates that are triggered by a variety of events that take place during the operation of your store. Each template is optimized for any screen size, and can be viewed from the desktop, as well as on tablets and smartphones. You will find a variety of prepared email templates related to customer activities, sales, product alerts, admin actions, and system messages that you can customize to reflect your brand.

Topics in this chapter:

l Supported Email Clients l Template Layout and Styles l Preparing Your Email Logo l Magento Upgrades

l Transactional Email Configuration l Email Template Setup

l Customizing Email Templates l Email Template Reference

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Supported Email Clients Chapter 2: Managing Email Templates

Supported Email Clients

A wide range of technologies is supported by the various email clients and services available today. Although they do not all follow the same standards, and there is some variation in the way email messages are rendered, we have found the following services to be compatible with Magento Enterprise Edition.

Desktop Clients

OPERATING SYSTEM CLIENTS SUPPORTED OS X 10.8 Apple Mail 6 OS X 10.7 Outlook 2011 Outlook 2013 Windows 8 Outlook 2010 Windows 7 Outlook 2007 Outlook 2003

Mobile Clients

OPERATING SYSTEM CLIENTS SUPPORTED Android 4.2, “Jelly Bean” Native email app

Android 2.3, “Gingerbread” Native email app Gmail App (Android 4.2) Native email app Blackberry 5 OS Native email app

IOS 8 iPhone 6

iPhone 6 Plus

IOS 7 iPad (Retina)

iPad Mini iPhone 5s

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Chapter 2: Managing Email Templates Supported Email Clients

Web Clients

EMAIL APPLICATION BROWSERS SUPPORTED*

AOL Mail Chrome

Internet Explorer Firefox

Gmail Chrome

Yahoo! Mail Chrome

Outlook.com Chrome

Internet Explorer

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Template Layout and Styles Chapter 2: Managing Email Templates

Template Layout and Styles

Magento Enterprise Edition has a set of responsive templates that define the header, body, and footer of all automated email messages that are sent from your store. The content, or body section, is combined with the header and footer to create each message. You can set up the header and footer one time, and then use them for every message.

Inline and Non-Inline Styles

Email templates are written in HTML, and are associated with the locale. The CSS files that provide the formatting instructions are stored separately, and reside on the server.

Manyemail clientsdo not support CSS formatting instructions that are stored separately from the email message. For this reason, thenon_inline_stylesvariable has been

added to the header of each message, to convert the external CSS styles to local, inline styles. The variable points to the CSS file on the server that provides the styles that are needed to format the template. The styles are then converted to inline styles, and copied to the <styles> tag of each message.

When you examine the header template code, you will find themarkup tagwith thenon_ inline_stylesvariable just after the<body>tag.

<body>

{{var non_inline_styles}}

When customizing transactional email templates from the Admin, you can enter any additional CSS styles that you need directly into the Template Styles box. They will be included when thenon_inline_stylesare converted.

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Chapter 2: Managing Email Templates Template Layout and Styles

Preparing Your Email Logo

To ensure that your logo renders well on high-resolution devices, the uploaded image should be at least twice the size of the dimensions that are specified in the header template. Be careful to preserve the aspect ratio of the logo, so the height and width resize

proportionally.

Logo with Transparent Background

Supported File Formats

Logos can be saved as any of the following file types. Logos with transparent backgrounds can be saved as either .gif or .png files.

l jpg / jpeg l gif l png

Image Size

To make the most of the limited vertical space in the header, the logo should be cropped to eliminate any wasted space above or below the image. As a general rule, you can make an image smaller than the original, but not larger without losing resolution. If possible, the original artwork should be at least as large as the uploaded file. Taking a small image and doubling its size in a photo editor does not improve the resolution.

For example, in the default header template, the display dimensions of the logo are 168 pixels wide by 48 pixels high. To increase the resolution of the image, the image that is uploaded must be at least twice the size.

DIMENSIONS 1 x (display size) 2 x (image size) 2.5 x (image size)

Width: 168 px 336 px 420 px

Height: 48 px 96 px 120 px

If the original artwork was created as a vector, rather than a bitmap, it can be scaled up or down to the dimensions needed without losing resolution. The image can then be saved in one of the supported bitmap image formats. If the original logo artwork is a bitmap, the original should be at least twice the display size.

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Transactional Email Configuration Chapter 2: Managing Email Templates

Magento Upgrades

If you have upgraded from an earlier version of Magento Enterprise Edition, you can use an email client to view each transactional email template that is generated by your store. Verify that the logo, fonts, and styles render correctly.

Email templates that were created with earlier versions of Magento will not have thenon_ inline_stylesvariable, and will not be responsive. However, most can be used as they

are.

To take advantage of the high-resolution display that is available on many devices, email logos are now uploaded at twice their display size. If you intend to use the responsive email templates, you should upload ahigher resolution logo.

It is not necessary to reconfigure your email logo for use with custom templates that were created with earlier versions of Magento.

Transactional Email Configuration

The configuration for transactional email templates is designed to support multiple devices. Theemail logothat is uploaded is designed to render well on high-resolution displays. The configuration specifies the header and footer templates that are used for all transactional email messages sent within the scope of the configuration. To support the requirements of many email clients, a variable has been added that is used to convert external CSS styles to inline styles. The name of the external CSS file that it references is specified in the configuration.

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Chapter 2: Managing Email Templates Transactional Email Configuration

To configure transactional email templates:

1. On the Admin menu, selectSystem > Configuration. 2. In the panel on the left, under General, selectDesign.

3. If needed, setCurrent Configuration Scopein the upper-left corner to the website, store, or store view where the configuration applies.

4. Click to expand theTransactional Emailssection. Then, do the following:

Step 1:

Upload Your Logo

1. To upload your preparedLogo Image, click theBrowsebutton. Find the file on your computer, and click to copy the path to the field.

2. In theLogo Image Altfield, enter the alternate text to identify the image.

If you uploaded a logo image, enter theLogo WidthandLogo Heightin pixels. Enter each value as a number, without the “px” abbreviation. These values refer to the display

dimensions of the logo in the header, and not to the actual size of the image.

Step 2:

Select the Header and Footer Templates

If you have custom header and footer templates for your store, or for different stores, you can specify which templates should be used for each, according to the scope of the configuration.

1. Select theEmail Header Templateto be used for all transactional email messages. 2. Select the Email Footer Template to be used for all transactional email messages.

Step 3:

Identify the CSS File(s)

In theNon-inline CSS File(s)field, enter the name of each CSS file that is needed to format the content of your transactional email messages. Separate the names of mutiple files with a comma. On the server, the CSS files reside in the following location:

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FIELD

SCOPE

DESCRIPTION

Logo Image Store View Identifies the logo file that appears in the header of transactional email messages. To support high-resolution displays, upload an image that is twice the size that is needed. For example, if the actual display dimensions of the logo are 100 pixels high and 200 pixels wide, you should upload an image that is 200 pixels high and 400 pixels wide. To delete the current image and upload another, select the Delete Image checkbox. Then, browse to select the new image.

Allowed file types: .jpg / .jpeg

.gif .png

Logo Image Alt Store View Enter alternative text that appears if the logo image is not available.

Logo Width Store View Enter the display width of the image in pixels, as a number. Do not include the “px” abbreviation. It is important to specify both width and height to preserve the aspect ratio when the image is rendered at different sizes.

Logo Height Store View Enter the display height of the image in pixels, as a number. Do not include the “px” abbreviation. It is important to specify both width and height to preserve the aspect ratio when the image is rendered at different sizes.

Email Header Template Store View Select the template to be used for the header of all transactional email messages.

Email Footer Template Store View Select the template to be used for the footer of all transactional email messages.

Non-inline CSS File(s) Store View Because many mail clients do not support

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FIELD

SCOPE

DESCRIPTION

Themarkup tagis enclosed in double braces, and includes a variable that contains the name of the external CSS file.

The location of the CSS file on the server is relative to the following path:

skin/frontend/[package]/[theme]/css/

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Email Template Setup

After creating a customized version of a template, remember to update your system

configuration so the correct template is used for each message. You can access the template configuration from the System Configuration menu, or by clicking the link at the top of the template when open in edit mode.

Sales Email Configuration

Method 1:

Link to Configuration

This method is convenient to use when you finish customizing a template. With the template open in edit mode, simply click the link at the top of the Template Information section to jump to the configuration settings for the template.

Link to Template Configuration Settings

Method 2:

Navigate to the Configuration

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To configure sales email templates:

2. In the panel on the left under Sales, selectSales Emails. Then, select the appropriate template for the following sections:

Order Order Comments

Invoice Invoice Comments

Shipment Shipment Comments Credit Memo Credit Memo Comments

RMA RMA Admin Comments

RMA Customer Comments RMA Authorization

Order Email Configuration 3. When complete, click theSave Configbutton.

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Customizing Email Templates Chapter 2: Managing Email Templates

To configure customer email templates:

2. In the panel on the left under Customer, selectCustomer Configuration. Then, select the appropriate template for the following sections:

l Create New Account Options l Password Options

l Store Credit Options

Store Credit Options 3. When complete, click theSave Configbutton.

Customizing Email Templates

Magento includes a default email template for the body section of each message that is sent by the system. Each template with the body content is combined with the header and footer templates to create the complete message. The content is formatted with HTML and CSS, and can be easily edited, and customized by addingvariablesand widgets.

The default templates already include your logo and store information and can be used as they are, without further customization. As a best practice, you should view each default email template and verify any changes you make before sending them to customers. When a custom template is ready to be used, make sure to update your system

configuration, so the custom template will be used instead of the default template. Email templates can be customized for each website, store, or store view. For detailed

instructions, see the following topics:

l Header Template l Footer Template

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Chapter 2: Managing Email Templates Customizing Email Templates

Header Template

The default header includes your email logo that is linked to your store. You can easily insert variables to add store contact information to the header. To make more extensive changes requires a working knowledge of both HTML and CSS. On the server, the header template is located at:

[Magento install dir]/app/locale/en_US/template/email/html/header

Step 1:

Load the Template

1. On the Admin menu, selectSystem > Transactional Emails.

2. Click theAdd New Templatebutton. Then, do the following:

a. SetTemplateto “Email - Header.”

b. SetLocaleto the language of the email recipients.

3. Click theLoad Templatebutton.

Choosing the Email - Header Template

Step 2:

Customize the Template

When working in the template code, be careful not to overwrite anything that is enclosed in double braces.

1. In theTemplate Namefield, enter a name for your custom header.

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Template Information

3. To insert a variable, position the cursor in the code where you want the variable to appear, and click theInsert Variablebutton. Then, do the following:

a. In the list of Store Contact Information variables, click the variable that you want to insert.

You are not limited to the variables in this list, although they are the ones most often included in the header. You can actually type the code for any system variabledirectly into the template.

b. Click thePreview Templatebutton. Then, make any adjustments to the template that are needed.

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Custom Header Template

Step 3:

Update the Configuration

2. In the panel on the left, under General, selectDesign.

3. If necessary, set theCurrent Configuration Scopeto the website, store, or store view where the header will be used.

4. Click to expand theTransactional Emailssection, and do the following:

a. If the header is for a specific view, clear theUse Websitecheckbox that is next to the Email Header Template field.

b. SetEmail Header Templateto the name of the custom header that you just created.

Configuring a Custom Header for a Specific View

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FIELD DESCRIPTION

Load default template

Template Lists the selection of available templates, and identifies the template to be customized.

Locale Identifies the locale where the template is to be used. Template Information

Template Name The name of your custom template.

Template Subject (N/A) This field isn’t used for header templates. Template Content The content of the template, in HTML.

Template Styles (N/A) This field is not used for header templates.

Field Descriptions

VARIABLE MARKUP TAG

Base Unsecure URL {{config path="web/unsecure/base_url"}}

Base Secure URL {{config path="web/secure/base_url"}}

General Contact Name {{config path="trans_email/ident_general/name"}}

General Contact Email {{config path="trans_email/ident_general/email"}}

Sales Representative Contact Name {{config path="trans_email/ident_sales/name"}} Sales Representative Contact Email {{config path="trans_email/ident_sales/email"}}

Custom1 Contact Name {{config path="trans_email/ident_custom1/name"}}

Custom1 Contact Email {{config path="trans_email/ident_custom1/email"}}

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VARIABLE MARKUP TAG

Store Name {{config path="general/store_information/name"}}

Store Contact Telephone {{config path="general/store_information/phone"}}

Store Contact Address {{config path="general/store_information/address"}}

Store Contact Information Variables (cont.)

Footer Template

The footer contains the closing and signature line of the email message. You can change the closing to fit your style, and add additional information, such as the company name and address below your name. More extensive changes requires a working knowledge of both HTML and CSS. On the server, you will find the footer template in the following location:

[Magento install dir]/app/locale/en_US/template/email/html/header.html

Step 1:

Load the Template

2. Click theAdd New Templatebutton. Then, do the following:

a. SetTemplateto “Email - Footer.”

b. SetLocaleto the language of the email recipients.

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Step 2:

Customize the Template

When working in the template code, be careful not to overwrite anything that is enclosed in double braces.

1. In theTemplate Namefield, enter a name for your custom footer.

2. In theTemplate Contentbox, modify the HTML as needed.

Footer Template Information

3. To insert a variable, position the cursor in the code where you want the variable to appear, and click theInsert Variablebutton. Then, do the following:

a. In the list of Store Contact Information variables, click the variable that you want to insert.

b. When you’re done, click thePreview Templatebutton to verity the code. Then, make any adjustments to the template that are needed.

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Custom Footer Template

Step 3:

Update the Configuration

2. In the panel on the left, under General, selectDesign.

3. If necessary, set theCurrent Configuration Scopeto the website, store, or store view where the header will be used.

4. Click to expand theTransactional Emailssection, and do the following:

a. If the header is for a specific view, clear theUse Websitecheckbox that is next to the Email Footer Template field.

b. SetEmail Footer Templateto the name of the custom header that you just created.

Message Templates

The process of customizing the main body of each message is the same as the customizing the header or footer. The only difference is that there are many templates, listed in

alphabetical order. You can use the templates as they are, or customize the most important messages first, such as messages related to customer accounts, and customer activities. For a complete list, see theEmail Template Referenceat the end of this section.

Step 1:

Choose a Default Template

2. Click theAdd New Templatebutton.

3. In theTemplatelist, select a default template from the list of predefined templates.

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4. If necessary, set theLocaleto the store language.

The path to the configuration settings for each default template appears at the top of the Template Information section. You can click this link later when you are ready to update the configuration with the name of the new template.

Template Information

Step 2:

Customize the Content

1. In the Template Information section, do the following:

a. Enter aTemplate Namefor the new email template.

b. In theTemplate Subjectfield, type the text that you want to appear in the Subject line of the message.

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a. Position the cursor in the text where you want the variable to appear. b. Click theInsert Variablebutton.

The list includes the standard Store Contact Information variables, and an additional list of variables that are specific to the template.

c. In the list of available variables, click the variable you want to insert into the template.

When a variable is selected, themarkup tagthat is associated with the variable is inserted at the cursor position in the code.

Insert Variable 3. When complete, click theSave Templatebutton.

4. Make sure toPreviewthe template code, and verify that the template is customer-ready.

Step 3:

Update Your Configuration

Before the template can be used, the configuration must be updated with the name of the new template. Do one of the following:

l Click the link at the top of the Template Information section to jump to the

configuration settings for the template.

l On the Admin menu, select System > Configuration. Then in the panel on the left,

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Email Templates

Customer Account New Account

New Account Confirmation Key New Account Confirmed Forgot Password Remind Password Customer Activity

Contact Form Customer Invitation Send Product to a Friend Share Wishlist

Gift Card Account Sent from Edit Page Gift Card Accounts Generated from Gift Card

Gift Registry Owner Notification Gift Registry Sharing

Gift Registry Update

Reward Points Balance Update Reward Points Expiry Warning Newsletters

Newsletter Subscription Confirmation Newsletter Subscription Success Newsletter Unsubscription Success Admin Activity

Forgot Admin Password Currency Update Warnings Import Failed / Export Failed Email - Footer

Email - Header Rule Reminder System Notifications

Product Alerts

Product Alerts Cron Error Product Price Alert Product Stock Alert Order Fulfillment

New Order

New Order for Guest Order Update

Order Update for Guest Payment Failed New Invoice

New Invoice for Guest Invoice Update

Invoice Update for Guest New Shipment

New Shipment for Guest Shipment Update

Shipment Update for Guest New Credit Memo

New Credit Memo for Guest Credit Memo Update

Credit Memo Update for Guest Store Credit Update

New RMA

New RMA for Guest RMA Admin Comments

RMA Admin Comments for Guest RMA Authorization

RMA Authorization for Guest RMA Customer Comments

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Chapter 3:

Managing Data Transfer

The Import/Export tool gives you the ability to manage multiple customer and product records in a single operation. If you have a large catalog of products, you will find it much easier to export the data, edit the data in a spreadsheet, and then import the data back into your store.

The CSV file format separates each data element by a comma, and is used as the standard for data exchange operations. All spreadsheet and database applications support the CSV file format. If you are working with a Mac, you should save the data in the CSV (Windows) format.

Topics in this chapter:

l Working with CSV Files l Importing Data

l Exporting Data

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Working with CSV Files Chapter 3: Managing Data Transfer

Working with CSV Files

CSV files have a specific structure that must match the database. Each column heading must exactly match the Attribute Code of the attribute that is represented by the column. To ensure that the column headings can be read by Magento, first export the data from your store as a CSV file. You can then edit the data and re-import it into Magento.

Important!We recommend that you use a program that supports UTF-8 encoding to edit CSV files, such asNotepad++orOpenOffice Calc. Microsoft Excel inserts additional characters into the column header of the CSV file, which can prevent the data from being imported back into Magento.

Product CSV Structure

The catalog products CSV file contains information about products and the relationships between them. The table has the following structure:

Exported Product CSV in OpenOffice Calc

The first row of the table contains the names of the columns, there are two types of the names, as shown in the following table. Other rows contain attributes values, service data, and complex data. If a row contains the value in the SKU column, then this row the rows below it describe the product. Each new SKU value begins the description of the next product.

Each category is entered as a path, with a forward slash (/) between each level. For example: Furniture/Living Room. Do not include the Root Category in the path.

During import, if a row that contains the SKU value is found to be invalid, then the row, and all other rows with data for that product cannot be imported.

The minimal valid table contains only the SKU column. It can be used to delete entries from the database. There is no limit to the number of the columns in the table. Columns

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Chapter 3: Managing Data Transfer Working with CSV Files

Exported Product CSV in Notepad++

_<name> The names of the service columns and complex data columns. Service columns contain entity properties, which are not attributes. For example, columns with website or product type information are service columns. The underscore as first character is used to distinguish these columns from the attribute column names.

<attribute name> _{The names of the columns with values of both system-created}

attributes and attributes created by the store administrator.

Product Column Names

Customer CSV Structure

The customers CSV file contains customer information from the database, and has the following structure:

Exported Customer CSV in OpenOffice Calc

The first row of the table contains the names of the attribute columns (which are the same as attribute codes). There are two types of column names, as shown in the following table. Other rows contain attribute values, service data, and complex data. Each row with non-empty values in theemailand _websitecolumns starts the description of the

subsequent customer. Each row can represent customer data with or without address data, or the address data only. In case a row contains only the address data, values in the columns, related to the customer profile, will be ignored and may be empty.

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Import Chapter 3: Managing Data Transfer

To add or replace more than one address for a customer, in the import file add a row for each new address with empty customer data and the new or updated address data below the customer data row.

Exported Customer CSV in Notepad++

_<name> The names of the service columns, and complex data columns. Service columns contain entity properties, which are not attributes. For example, columns with website or store information are service columns. The underscore as first character is used to distinguish these columns from the other attributes names.

The_address_default_billingand the_address_ default_shippingcolumns are the default billing and shipping addresses flags. If the address in the row is the default billing and/or shipping address of the client, the_address_ default_billingand/or_address_default_shipping

columns in this row will have a value of “1.”

<attribute name> _{The names of the columns with values of both system-created}

attributes, and attributes created by the store administrator.

Customer Column Names

Import

Importing is available for all product types, except bundle, gift card, and downloadable products. You can import customer data, product data, and product images.

File Validation

During the file validation process, all attribute values are checked for conformance with the required data type (decimal, integer, varchar, text, datetime). Complex data, service data,

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Chapter 3: Managing Data Transfer Import

To import customer or product data:

1. On the Admin menu, selectSystem > Import/Export > Import. Then, do the following:

Import Settings a. SetEntity Typeto one of the following:

l Products l Customers

b. SetImport Behaviorto the way you want complex data to be managed if imported records already exist in the database.

l Complex data for products includes categories, websites, custom options, tier prices,

related products, up-sells, cross-sells, and associated products data.

l Complex data for customers includes addresses.

c. Choose one of the following options: Append Complex

Data

The new complex data will be added to the existing complex data for the existing entries in the database.

Replace Existing Complex Data

The existing complex data for the existing entities will be replaced.

Delete Entities If entities that are imported already exist in the database, they will be deleted from the database.

d. At theSelect File to Importfield, click theChoose Filebutton. Then, select the CSV file that you have prepared for import.

2. Click theCheck Databutton in the upper-right corner of the page. The system validates the file. If the file is valid, the corresponding message and the Import button appear. If some of the rows in the imported file are not valid and cannot be imported, the corresponding information is included to the message, but you can proceed with importing. The invalid rows will be skipped.

3. If needed, make corrections to the CSV file.

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Importing Product Images

Multiple product images of each type can be imported into Magento, and associated with the correct product. The path and file name of each product image is entered in the CSV file, but the actual image files must be uploaded to themedia/importdirectory on the

server.

Magento maintains product images in a directory structure that is organized

alphabetically. When you export product data to a CSV file, you can see the alphabetized path before the file name of each image. However, when you import images, you typically don’t need to specify a path, because Magento can manage it automatically. Usually, the only thing you need to do is enter a forward slash before the file name of each image that is to be imported.

Review the steps in the import method that you want to use, and run through the process with a few products. After you understand how it works, you’ll feel confident importing large quantities of images.

Important!We recommend that you use a program that supports UTF-8 encoding to edit CSV files, such asNotepad++orOpenOffice Calc. Microsoft Excel inserts additional characters into the column header of the CSV file, which can prevent the data from being imported back into Magento.

Method 1:

Import Images to Default Path

The easiest way to import product images is to use Dataflow, and let Magento create and manage the directory structure. For complete instructions, seeDataflow.

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Method 2:

Import Images to Specific Path

1. To import image files into a specific path, create the required directory structure in the

media/importfolder as follows:

a. Create the parent folder, named for the first character of the image file name. b. Create a subfolder, named for the second character of the image file name. For

example, the import path forfilename.jpgwould be as follows:

[magento installation folder]/media/import/f/i/filename.jpg

c. Set the following permissions for all image folders and files: Image Folders: 0777

Image Files: 0666 (or greater)

To set the appropriate permissions, change directories to themedia/importfolder,

and enter the following from the command line:

find . -type d -exec chmod 777 {} \; find . -type f -exec chmod 666 {} \;

2. In the CSV file, the image path and file name must be entered in theimage,small_ image, and media_imagecolumns for the correct SKU, according to image type. If you

prefer, you can use the same image for each type.

a. In the appropriate column, enter the relative path to each image in the following format:

/f/i/filename.jpg

Important!Use only lowercase characters in the image path and file name of any image to be imported.

b. Make sure that the correct SKU is entered on each row that has an image file. 3. Complete the standard process toimport product data.

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Import Guidelines

New Entities

Entities are added with the attribute values specified in the CSV file.

If there is no value, or there is a non-valid value, for a required attribute with no default value set, then the entity (the corresponding row or rows) cannot be imported.

If there is no value, or there is a non-valid value, for a required attribute with the default value set, then the entity (the corresponding row or rows) is imported, and the default value is set for the attribute.

If the complex data is not valid, then the entity (the corresponding row or rows) cannot be imported.

Existing Entities

For attributes that are not complex data, the values from the import file, including the empty values for the non-required attributes, replace the existing values.

If there is no value, or there is a non-valid value, for a required attribute, then the existing value is not replaced.

If the complex data for the entity is invalid, the entity (the corresponding row or rows) cannot be imported, except the case, when Delete Entities was selected in the Import Behavior drop-down menu.

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Complex Data

If an attribute that is specified in the import file already exists, and its value is derived from a defined set of values, the following applies:

If the value is not already included in the defined set of values, the row can be imported and a default value, if defined, is set for the attribute.

If the value is already included in the defined set, the corresponding row cannot be imported.

If an attribute name is specified in the import file but is not yet defined in the system, it is not created, and its values are not imported.

Invalid Files

A file cannot be imported if all rows are invalid.

A non-existing service data or complex data name is specified in the import file, such as a column with a “_<non-existing name>” heading.

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Export Chapter 3: Managing Data Transfer

Export

The best way to become familiar with the structure of your database is to export the data and open it in a spreadsheet. Once you become familiar with the process, you’ll find that it is an efficient way to manage large amounts of information.

All product types except gift cards can be exported.

To export customer or product data:

1. On the Admin menu, selectSystem > Import/Export > Export. 2. In the Export Settings section, specify the following:

a. SetEntity Typeto one of the following:

l Customers l Products

b. Accept the defaultExport File Formatof “CSV.”

Export Settings

3. In the Entity Attributes section, you can include or exclude data to be exported according to the entity attribute values.

l To include records with specific attribute values, set the required values of the attributes

in theFiltercolumn.

l To omit an attribute from the export, select theSkipcheckbox at the beginning of the

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Chapter 3: Managing Data Transfer Dataflow

Export Customers Based on Attribute Value

4. Scroll down and click theContinuebutton in the lower-right corner of the page. Look for the download prompt in the lower-right corner of your browser.

The CSV file that is generated can be edited and imported back into your store. Or, it can be used for mailing or other application.

Dataflow

Magento Dataflow is a data exchange framework that can be used by both merchants and developers. The basic Dataflow tool includes preconfigured profiles that make it easy to import and export product and customer data. The profiles can be used as they are, or be modified to meet your needs. You can create additional profiles for operations that are performed on a regular basis. For more sophisticated applications, Advanced Profiles can be defined in XML to perform custom data exchange operations.

The following instructions show how to use Dataflow profiles to export all product data, and import new product images.

Step 1:

Export All Products

1. Before you begin, make sure that all changes to the product data have been saved. 2. On the Admin menu, selectSystem > Import/Export > Dataflow - Profiles. 3. In the list of profiles, selectExport All Products.

4. In the panel on the left, click Run Profile.

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Dataflow Chapter 3: Managing Data Transfer

6. Wait a few moments for the profile to begin execution. The length of time it takes to complete the process depends on the size of the database. Do not close the window.

7. When the process is complete,you can find the exported CSV file in the following location on the server:

[magento-install-dir]/var/export/export_all_products.csv

Here’s how the exported data file looks from the command line of the server:

Exported CSV File from Command Line

8. Use an SFTP utility to download theexport_all_products.csvfile from the server to your desktop.

Downloaded File

9. Then, open the file in any editor that supports UTF-8 encoding, such asNotepad++or

OpenOffice Calc. To open the CSV file in OpenOffice Calc,specify a comma as the separator, and double quotes as the text delimiter.

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Text Import Separator Options

The CSV data appears in the spreadsheet as rows of product records organized into columns of attributes, with the Attribute Code in the header of each column.

Exported Product Data in OpenOffice Calc

Step 2:

Copy Images to the Server

The CSV file contains a path to each product image, but the actual image files must be uploaded to the server. To make the images available to import, place them in the media/import directory.

[magento-install-dir]/media/import

Use your SFTP utility to copy the product images that you want to import to the media/import folder.

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Dataflow Chapter 3: Managing Data Transfer

Copy Images to media/import Folder

Step 3:

Edit the CSV File

1. Edit the data as needed.

2. Saveyour changes to the CSV file.

For this example, we will add three new images to SKU #hdb005. Because this is the only product record that we’re going to update, the others can be deleted from the CSV file. Currently, this product has only one image that is used for the base image, small image, and thumbnail. Because we’re going to now offer this product in three colors, we need to upload an image for each color, and replace the image that’s currently assigned to the product. Because this is a simple product, we can later use Custom Options to add an option for each color.

Magento creates a directory structure of product image files that is organized alphabetically. You can see that path before each image file name in the CSV data.

However, when you import images, you must never include that path before the file name. The only thing you have to do is to enter a forward slash before the file name of each image that you want to import. Magento takes care of the rest. For this example, we need to add the three image files that were uploaded to the media/import folder.

/hdb005_HOTP_600.jpg /hdb005_MARM

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Update the CSV File with the Import Data

Step 4:

Import Products

1. On the Admin menu, selectSystem > Import/Export > Dataflow - Profiles.

2. In the list of profiles, selectImport All Products.

This general-purpose profile that can be used to import or update any number or product records.

3. In the panel on the left, selectUpload File.

4. Because we’re uploading only one file, click theBrowsebutton for File 1. Then, find the file on your computer and click to select it. The path to the file appears in the input box.

5. Click theSave and Continue Editbutton.

6. In the panel on the left, selectRun Profile.

7. Select the CSV file that you edited. If there are several files in the list, make sure to select the right one. Then, click theRun Profile in Popupbutton.

8. Wait a few moments for the profile to begin the import process. Do not close the window or interrupt the process. Look for the “Finished Profile Execution” message at the bottom of the list when the import process is complete. If you receive an error message, correct the problem in the CSV file, and try again.

Step 5:

Update the Index

Usually theindexneeds to be updated after changes are made to product data. If you receive a message that the indexes are out of date, click the link and update the index.

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Scheduled Import/Export Chapter 3: Managing Data Transfer

Scheduled Import/Export

Scheduled imports and exports can be run on a daily, weekly or monthly basis. The files to be imported or exported can be located on local Magento servers, or on remote FTP servers. Scheduled Import/Export is implemented by default, and does not require additional configuration. All scheduled imports and exports are managed by the Cron job scheduler.

To access the scheduled import/export:

1. On the Admin menu, selectSystem > Import/Export > Scheduled Import/Export.

Scheduled Import/Export

2. To create a new scheduled import or export job, click theAdd Scheduled ImportorAdd Scheduled Exportbutton. After saving the record, a new scheduled import or export is added to the list on the Scheduled Import/Export page.

3. After each scheduled import and export operation, a copy of the import or export file is placed in the var/log/import_export/%Y%/%m%/%d%/ directory on the Magento local server.

The details of each import/export operation are not written to a log, but if an error occurs, you will receive an Import or Export Failed email, which contains the error description. After each import job, a reindex operation is performed automatically.

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Chapter 3: Managing Data Transfer Scheduled Import/Export

Scheduled Import

The Scheduled Import process is similar to the manual Import process, with respect to the available import file format and types of import entities:

l The import file should be in .CSV format l You can import product and customer data

The advantage of using Scheduled Import is that you can import a data file multiple times automatically, after specifying the import parameters, and schedule only once.

The details of each import operation are not written to a log, but in case of failure you will receive an Import Failed email, with a description of the error. The result of the last scheduled import job is shown in the Last Outcome column on the Scheduled Import/Export page.

After each import operation, a copy of the import file is placed in the var/log/import_ export/%Y%/%m%/%d%/ directory on the server where Magento is deployed. The

timestamp, the marker of the imported entity (products or customers), and the type of the operation (in this case, import) are added to the import file name.

After each scheduled import job, a reindex operation is performed automatically. On the frontend, changes in the descriptions and other text information are reflected after the updated data goes to the database, and the changes in prices are reflected only after the reindex operation.

Process Overview

Step 1: Complete the Import Settings Step 2: Complete the Import File Information Step 3: Configure the Import Failed Emails

To create a scheduled import:

1. On the Admin menu selectSystem > Import/Export.

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Step 1:

Complete the Import Settings

1. Enter aNamefor the scheduled import.

2. Enter a briefDescriptionthat explains the purpose of the import, and how it is to be used. 3. SetEntity Typeto one of the following:

4. SetImport Behaviorto one of the following: Append Complex

Data

Adds new complex data to the existing complex data for existing entries in the database. This is the default value.

Writes over existing complex for existing entities in the database.

Delete Entities Deletes existing entries in the database.

5. SetStart Timeto the hour, minute, and second that the import is scheduled to begin. 6. SetFrequencyto one of the following:

l Daily l Weekly l Monthly

7. To activate the scheduled import, set Statusto “Enabled.”

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Step 2:

Complete the Import File Information

1. SetServer Typeto one of the following:

Local Server Imports the data from the same server where Magento is installed.

Remote FTP Imports the data from a remote server.

Import File Information 2. Enter theFile Directorywhere the import file originates.

l For Local Server, enter a relative within the Magento installation. For example,

var/import.

l For Remote FTP server, enter the full URL and path to the import folder on the remote

server.

3. Enter theFile Nameto be imported.

4. For a Remote FTP connection, do the following:

a. In theFTP Host [:Port]field, enter the domain name or IP address of the remote FTP server where the import file directory is located.

b. Enter the following FTP credentials for the remote server:

l User Name l Password

c. SetFile Modeto one of the following formats:

l Binary l ASCII

d. SetPassive Modeto one of the following:

Yes The server determines which port is used for the data channel. This setting is generally used if the server has a firewall.

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Step 3:

Configure the Import Failed Emails

1. SetFailed Email Receiverto the store contact who is to receive notification if an error occurs during the import.

2. SetFailed Email Senderto the store contact that appears as the sender of the notification. 3. SetFailed Email Templateto the template that is used for the notification.

4. In theSend Failed Email Copy Tofield, enter the email address of anyone who is to receive a copy of the notification. Separate multiple email addresses with a comma. 5. SetFailed Email Copy Methodto one of the following:

Bcc Sends a blind courtesy copy of the failed import notification. The name and address of the recipient is included in the original email distribution, but hidden from view.

Separate Email Sends a copy of the failed import notification as a separate email.

Import Failed Emails 6. When complete, click theSavebutton.

The new scheduled import job is added to the list on the Scheduled Import/Export page. From this page it can be run immediately for testing and edited. The import file is validated before the execution of each import job.

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FIELD DESCRIPTION

IMPORT SETTINGS

Name The name of the import. Helps you to distinguish it if many different scheduled imports are created.

Description (Optional) You can enter an additional description.

Entity Type Defines the data to be imported. Options include: Products / Customers.

Import Behavior Defines how complex data will be handled if entities, which are being imported, already exist in the database. Complex data for products include categories, websites, custom options, tier prices, related products, up-sells, cross-sells, and associated products data. Complex data for customers include addresses. The following variants of handling the complex data are available:

Append Complex Data

The new complex data will be added to the existing complex data for the already existing entries in the database. This is the default value.

The existing complex data for the already-existing entities will be replaced. Delete Entities If entities which are being imported

already exist in the database, they will be deleted from the database.

Start Time Set the start hour, minutes, and seconds of the import. Frequency Define how often the import will be run. Options include:

Daily/Weekly/Monthly.

On Error Define the system behavior in case errors are found during file validation. Options include:

Stop Import The file is not imported if any errors are found during validation. This is the default value.

Continue Processing

In case errors are found during

validation, but importing is possible, the file is imported.

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FIELD DESCRIPTION

Status The import is enabled by default. You can suspend it by setting the Status to Disabled.

IMPORT FILE INFORMATION

Server Type You can import from a file located on the same server where Magento is deployed (select Local Server) or from the remote FTP server (select Remote FTP). If you select Remote FTP, additional options for credentials and file transfer settings appear. File Directory Specify the directory where the import file is located. If Server

Type is set to Local Server, specify the path relative to the Magento installation directory. For example, var/import. File Name Specify the name of the import file.

FTP Host[:Port] (Appears if Server Type is set to Remote FTP) Specify the FTP host domain name or IP address of the FTP server where the import file directory is located.

User Name (Appears if Server Type is set to Remote FTP) Specify the user name for accessing the remote FTP server.

Password (Appears if Server Type is set to Remote FTP) Specify the password for accessing the remote FTP server.

File Mode (Appears if Server Type is set to Remote FTP) Defines the file mode, in which the file will be transferred from the remote FTP. Select Binary or ASCII.

Passive Mode (Appears if Server Type is set to Remote FTP) Defines whether the file is transferred from the remote FTP in passive mode. Options include:

No The client determines both the port and the data

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FIELD DESCRIPTION

IMPORT FAILED EMAILS

Failed Email Receiver Specify the email address to which an email notification (failed import email) is sent if the import fails.

Failed Email Sender Specify the email address that is used as the sender for the import failed email.

Failed Email Template Select a template for the import failed email. By default, only the Import Failed (Default Template from Locale option is available. Custom templates can be created under System > Transactional Emails.

Send Failed Email Copy To

The email address to which a copy of import failed email is sent.

Send Failed Email Copy Method

Select the copy sending method for the import failed email.

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Scheduled Export

Scheduled Export is similar to manualExport, with respect to the available export file format and types of entities that can be exported:

l You can export to .CSV format

l You can export product and customer data

The advantage of using Scheduled Export is that you can export data multiple times automatically, after specifying the export parameters, and schedule only once

Add Scheduled Export

The details of each export are not written to a log, but in case of failure you will receive an Export Failed email, which contains the error description. The result of the last export job appears in the Last Outcome column on the Scheduled Import/Export page.

After each export, the export file is placed in the user-defined location, and a copy of the file is placed in thevar/log/import_export/%Y/%m/%d/ directory on the server where

Magento is deployed. The timestamp and the marker of the exported entity (products or customers) and type of the operation (in this case, export) are added to the export file name.

Process Overview

Step 1: Complete the Export Settings Step 2: Complete the Export File Information Step 3: Configure the Export Failed Emails Step 4: Choose the Entity Attributes

To create a scheduled export:

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Step 1:

Complete the Export Settings

1. Enter aNamefor the scheduled export.

2. Enter a briefDescriptionthat explains the purpose of the export, and how it is to be used. 3. SetEntity Typeto one of the following:

The Entity Attributes section at the bottom of the page is updated to reflect the selected Entity Type.

4. Accept “CSV” as the defaultFile Format.

5. SetStart Timeto the hour, minute, and second that the export is scheduled to begin. 6. SetFrequencyto one of the following:

l Daily l Weekly l Monthly

7. To activate the scheduled export, setStatusto “Enabled.”

Export Settings

Step 2:

Complete the Export File Information

1. SetServer Typeto one of the following:

Local Server To save the export file on the same server where Magento is installed.

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Export File Information

2. Enter theFile Directorywhere the export file is to be saved as follow:.

l For Local Server, enter a relative path within the Magento installation. For example,

var/export.

l For Remote FTP server, enter the full URL and path to the target folder on the

destination server.

3. For a Remote FTP connection, do the following:

a. In theFTP Host [:Port]field, enter the domain name or IP address of the remote FTP server where the export file directory is located.

b. Enter the following FTP credentials for the remote server:

l User Name l Password

c. SetFile Modeto one of the following formats:

l Binary l ASCII

d. SetPassive Modeto one of the following:

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Step 3:

Configure the Export Failed Emails

1. SetFailed Email Receiverto the store contact who is to receive notification if an error occurs during the export.

2. SetFailed Email Senderto the store contact that appears as the sender of the notification. 3. SetFailed Email Templateto the template that is used for the notification.

4. In theSend Failed Email Copy Tofield, enter the email address of anyone who is to receive a copy of the notification. S